Complex weekly sales invoice preparation reduced from around two hours to approximately 10 minutes
A UK multi-site services business needed to prepare weekly transaction data for import into Sage Intacct.
The source export contained individual operational transactions, but Sage Intacct required the data to be transformed into correctly structured sales invoices.
This was not simply a case of renaming spreadsheet columns.
The challenge
The preparation process included:
- mapping source customers to Sage Intacct customer IDs
- mapping operational locations to Intacct locations
- grouping transactions into the correct invoices
- applying different grouping rules depending on the customer
- generating invoice line numbers
- constructing memo fields from several source fields
- applying invoice, posting and due dates
- adding tax schedules and departmental information
- normalising inconsistent source data
- validating records before import
Small inconsistencies in source data could affect invoice grouping, so values had to be standardised before invoices were created.
The Rekeyless workflow
The business rules and lookup tables were configured as a reusable Rekeyless workflow.
Each week, finance now:
- 1. uploads the latest operational CSV
- 2. enters the required invoice date
- 3. runs the workflow
- 4. reviews any exceptions
- 5. downloads the completed Sage Intacct import file
Rekeyless performs the mappings, calculations, grouping and validation automatically.
In one live weekly run:
64 source transactions were transformed into 16 correctly grouped Sage Intacct invoices with zero exceptions.
The result
Before Rekeyless
Approximately two hours each week
With Rekeyless
Approximately 10 minutes
The workflow can then be reused against each new week’s transactions without rebuilding the process.
The rules are configured once. The finance team simply uploads the new file and runs the workflow.
Could Rekeyless do the same for your process?
If your finance team regularly cleans, maps, groups or reformats data before importing it into Sage Intacct, send us the original file and the finished version. We’ll review the process and tell you what can be automated.